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HR Administrative Assistant

BriteLife Recovery • Englewood Cliffs, NJ • 1h ago

Job Description: HR Administrative Assistant

Organization: Britelife Recovery

Department: Human Resources

Reports To: Chief Adminstrative Officer

FLSA Status: Non-Exempt

Employment Type: Full-Time, Remote Position

Position Summary

The HR Administrative Assistant provides administrative and operational support to the Human Resources Department for Britelife Recovery, a multi-state substance use and mental health treatment provider. This position supports HR functions across Pennsylvania, South Carolina, New York, and New Jersey by maintaining employee records, assisting with onboarding, tracking credentials and clearances, and supporting regulatory compliance requirements.

The HR Administrative Assistant must maintain strict confidentiality while ensuring accuracy and compliance with state and regulatory requirements applicable to healthcare and substance use treatment providers.

Essential Duties and Responsibilities HR Administrative Support

Maintain electronic and paper personnel files in accordance with company and regulatory standards

Enter and update employee information in HR systems

Prepare employment documentation including:

Offer letters

New hire packets

Status change forms

Separation documentation

Maintain HR tracking spreadsheets and logs

Assist with scheduling HR meetings and interviews

Provide administrative support to HR leadership

Maintain organized filing systems

Onboarding and New Hire Processing

Coordinate onboarding for new employees across all locations

Prepare and distribute onboarding paperwork

Ensure completion of:

I-9 forms

W-4 forms

Direct deposit forms

Policy acknowledgments

Assist with orientation scheduling

Monitor completion of onboarding requirements

Ensure all required employment documentation is completed prior to start date when applicable

Compliance and Credential Tracking

Maintain personnel files in compliance with regulatory requirements

Track required clearances and credentials including:

Criminal background checks

Child abuse clearances

Fingerprinting

Professional licenses

Certifications

TB testing

CPR and First Aid

Monitor expiration dates and notify employees and supervisors of renewals

Maintain compliance tracking systems

Ensure required documentation is current and complete

Assist with personnel file audits

Recruitment Support

Assist with posting open positions

Maintain applicant tracking logs

Schedule interviews

Communicate with candidates as directed

Prepare hiring documentation

Assist with pre-employment requirements

Regulatory and Audit Support

Assist with preparation for licensing and regulatory reviews

Maintain organized documentation for inspections

Assist with corrective action tracking as requested

Ensure personnel files meet regulatory standards

Assist with internal audits

Employee Support

Respond to routine HR-related questions

Assist employees with HR forms and documentation

Provide guidance on standard HR processes

Direct complex issues to HR leadership

Provide professional and courteous service to employees

Confidentiality and Professional Standards

Maintain strict confidentiality of employee information

Handle sensitive information appropriately

Follow all company privacy policies

Maintain professional boundaries

Demonstrate ethical and professional conduct

Comply with all company policies and procedures

Additional Duties

Provide general administrative support to the HR department

Assist with special HR projects

Support company initiatives as assigned

Perform other duties as assigned

Minimum Qualifications Education

High School Diploma or equivalent required

Associate degree or Bachelor's degree preferred

Experience

Minimum of 1 year administrative experience preferred

Human Resources or healthcare experience preferred

Experience in multi-site organizations preferred

Knowledge, Skills, and Abilities

Strong organizational skills

Excellent attention to detail

Ability to maintain confidentiality

Strong communication skills

Ability to prioritize tasks

Ability to work independently

Strong time management skills

Professional demeanor

Basic knowledge of employment practices preferred

Technical Skills

Microsoft Office (Word, Excel, Outlook)

Electronic document management

HRIS systems preferred

Ability to learn new systems quickly

Physical Requirements

Ability to sit for extended periods

Ability to use a computer and office equipment

Ability to lift up to 20 pounds occasionally

Work Environment

Office environment

Regular interaction with employees and management

Fast-paced healthcare environment

Multi-state organization

Key Competencies

Professionalism

Confidentiality

Accuracy

Organization

Dependability

Customer Service

Teamwork

Initiative

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